Amy Nebons owns event management company Blink Events LLC.
So your big event day is looming on the horizon. The sense of excitement and suspense overwhelm you. All of your hard work is reaching a culmination! What’s going to happen? Will people like it? What if it’s a total flop?! Never fear, if you are prepared and organized, your day will be a success! To ease some of those "day of" jitters, make sure your “Event Survival Kit” is packed the night before. Here are a few items to take with you come event day that will ensure the event runs smoothly.
TOOL BOX: Every good event planner has a bag of tricks that lives in the back of their car and is present at every event. These boxes might include: tape (of all kinds), scissors, votives, lighter, Tide stick, walkie-talkies, Sharpies, string/twine/fishing line, batteries, checkbook, safety pins, glue, tape measure, zip ties, phone charger … and the list goes on. This is always a box-in-progress where different items make their way in and out, depending on the event type and scope. The key to success when packing your box is to choose versatile and functional pieces that can jump in when something logistical goes awry.
VENDOR DETAIL & CONTACT LIST: You should always keep an organized list of all event vendors. This list should include the company name, what they are doing for the event, contact person’s name and phone number, and when they will be on and off venue site. Make several copies of this list and distribute it to all those involved with the event planning and management. If possible, a pre-event meeting with all of your major event vendors should be held to ensure everyone is on the same page. The clearer the lines of communications between all parties, the smoother the event will run.
DETAILED TIMELINE & SCHEDULE KEEPER: Your event should always have a schedule (broken out by minute) that details the sequence of events. Your schedule will start with the setup of the event and will end with the breakdown. The success of this tool rests largely on the diligence of the person who keeps it. Always have a designated event scheduler, who intimately understands and adheres to said schedule. This document should also be distributed to the entire event planning and management team.
What are some of your Event Survival Tools? The folks at Blink Events would love to know!
Contact me by phone: 617-840-5073 or email at firstname.lastname@example.org.